Gosport Bowmen Privacy Notice

What this privacy notice covers

Gosport Bowmen Archery Club is committed to protecting your personal information. In this notice, references to the ‘Club’, ‘we’ or ‘us’ means Gosport Bowmen Archery Club. This notice explains how we collect and use the personal information about you.

Who we are

Gosport Bowmen is an Archery Club, run by volunteers, for members to participate in and promote the sport of Archery. We are primarily based at Bay House Sports Hall, but also have an outside venue at Monckton Sports Ground, both in Gosport, Hampshire.

Information we gather

We gather certain information about you only for the express purpose of the administration of the Club. Information about you is also used by our affiliated entities, namely National, County and Regional archery associations, and local archery clubs.

We collect information in the following ways

Information you give us

When you become a member of Gosport Bowmen, you will give us information. You may also give us information when using our Website or Membership system. Information may include your name, date of birth, postal address, email address, phone number, a personal description, disability, ethnicity, your archery qualifications, award history or CRB / DBS / PVG checks that have been undertaken.

Information we get from your use of our Website and services

Each time you visit our Website, we may automatically collect certain information. This information includes technical information, such as Internet Protocol (IP) addresses used to connect your computer to the internet, your login information, browser type and version, browser plug-in types and versions, operating system and platform and information relating to what pages you have viewed (e.g. using cookies as described further below);

When you enter competitions the following information may be collected and shared with tournament organisers, scoring systems and results may be published: Membership Number, First Name, Surname, Gender, Bow style, Date of Birth / Age category, Email, Address, Phone number, Club (and ID), County (and ID), Region (and ID), Round (unless defined by age), Disabled (Y/N), Disability info.

In accordance with our competition entry documentation, photography and video may be taken at events, and these images may be used on our website, social media platforms and promotional / internal documents.

Information about you shared with third parties

We only share your information, when required for the purposes of the sport, with affiliated entities and other Archery Clubs.

How we may use your information

We rely on the legitimate interest basis to use your personal information in some circumstances. For example, when you apply to become a member of Gosport Bowmen, we have a legitimate organisational interest to use your information to respond to you and give you the benefits of being a member.

We may use your information for a number of purposes including the following:

  1. Compliance with legal, regulatory and corporate governance obligations and good practice.
  2. To provide you with information about the Club activities that you have agreed to receive.
  3. For Club administration purposes.
  4. Ensure we know how you prefer to be contacted.
  5. Keep a record of your relationship with us.

We will use the information we get from your use of our Website and services to

  1. Administer our Website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.
  2. Improve our Website to ensure that content is presented in the most effective manner for you and for your computer.
  3. Allow you to participate in interactive features of our service, when you choose to do so.
  4. As part of our efforts to keep our Website safe and secure.
  5. Any other reasonable purposes of Gosport Bowmen, acting always in accordance with the data protection law (as amended from time to time).

We will use the information you give us to

  1. Perform services you have requested i.e. Scores, Events etc. or providing you with information you have asked for.
  2. Administer the Club, for instance by organising tournaments.
  3. Where we permit selected third parties to use your data, we will contact you by electronic means only if you have consented to this. Third parties will only be provided with data for which you have given prior agreement.
  4. Notify you about changes to our service.
  5. Ensure that content from our Website is presented in the most effective manner for you and for your computer.
  6. Any other reasonable purposes of Gosport Bowmen, acting always in accordance with the data protection law (as amended from time to time).


Gosport Bowmen will not use your data for marketing.

Information Sharing and Disclosure

We may share your information with the following selected third parties:

  1. Associate bodies such as National, County, Regional archery associations and Clubs in order that they may communicate with you regarding archery events only or to allow the associate bodies to manage the running of the sport in their areas.
  2. Analytics and search engine providers that assist us in the improvement and optimisation of Our Site.

If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply other agreements.

We require these third parties to comply strictly with our instructions and data protection laws and we will make sure that appropriate controls are in place. We enter into contracts with all of our data processors and regularly monitor their activities to ensure they are complying with Gosport Bowmen’s policies and procedures.

We may disclose your personal information to third parties if we are under a duty to disclose your personal data in order to comply with any legal obligation (for example to government bodies and law enforcement agencies).

Users under 18

If you are under 18 and would like to get involved, please ensure that you have consent from a parent or guardian before giving us your personal information. When we collect data about a child or young person aged under 18 we will make it very clear as to the reasons for collecting this data and how it will be used.

Keeping your records

We keep records only for as long as required to operate the Club in accordance with legal requirements.

We may retain non identifiable data for statistical purposes for longer than 6 years.

We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of Gosport Bowmen and for how long. We will do this only to comply with any legal requirements.

Where we may store your information

The data that we collect from you will be transferred to and stored on Gosport Bowmen’s online systems. It may also be held in hardcopy by the Club Secretary or Club responsible Officer.

By submitting your personal data, you agree to this transfer, storing or processing.

Gosport Bowmen will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Notice.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Your rights

You have the right to:

  1. Have any inaccuracies in your data corrected. If you would like to update the details we hold about you other than online, please contact the Secretary.
  2. Request that we delete your personal data, and the right to be forgotten
  3. Object to profiling. Profiling is any automated processing of personal data to evaluate any feature of your behaviour preference or location, including online tracking and behavioural advertising.
  4. Request that we do not process your personal data for marketing purposes.
  5. You have a right to request a copy of the personal information we hold about you. We require you to prove your identity with two pieces of approved identification. Please address requests to the Club Secretary and we will respond as soon as possible at receipt of your written request and confirmed ID.

Changes to this notice and the way we treat personal information

We may update the terms of this privacy notice at any time, so please do check it from time to time.

We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address you have provided to us or by placing a prominent notice on our Website. If we make any significant changes in the way we treat your personal information we will contact you directly. By continuing to use our Website you will be deemed to have accepted such changes.

Enquires and Complaints

The Club Secretary is the first point of contact regarding any enquires arising from this Privacy Notice. Where possible, please raise all enquires in writing.

You may also complain directly to the Information Commissioner’s Office if you are concerned with how we are handling your personal information using their online form which can be found here: https://ico.org.uk/concerns/handling/.